KCD SF Bay Area, USA 2025

[AudMonte01]

KCD Organizer Checklist

Please fill in information, organizers, and sponsors as you assemble them, and then make a new comment when this application is ready for review.

Event Details

• Event type: In person
• Event Venue:
• Event Date and Time: May 8, 2025
• Expected Number of Attendees: 500
• Event cost per ticket: TBD

Organizers Details (identify at least 3 organizers). Designate who will be the CFP admin, as well as the financial officer:

• Organizer Role TBD: Rynn Mancuso | [email protected] | Vice President and General Manager for Open Ecosystem, Intel | San Francisco Bay Area, USA | https://cloud-native.slack.com/team/U6KAH5XQD | SLACK: @ Rynn Mancuso | GitHub: musingvirtual
• Organizer Role TBD: Lisa-Marie Namphy | [email protected] | Director, Developer Relations, Intuit | San Francisco Bay Area, USA | https://community.cncf.io/u/mwv3ed/#/about | SLACK: @ Lisa | GitHub: SWDevAngel
• Organizer Role TBD: Rey Lejano | [email protected] | Solutions Architect, Red Hat | Emeryville, CA, USA (San Francisco Bay Area) | https://community.cncf.io/u/mwveg5 | SLACK: @ Rey Lejano | GitHub: @reylejano
• 11 more people (outside of CNCF) in KCD Slack channel. Who of these folks are partaking in organization of this event?

Terms

IMPORTANT: These are the terms within the checklist that must be abided by. Note - There are exceptions to these requirements in some jurisdictions due to applicable laws & regulations.

• This team's fiscal sponsor has signed the terms & conditions set forth by the Linux Foundation
• This team has gone through a formal review process, where standards on timing, organizers requirements, and location collaboration have been reviewed, and approved.
• Every organizer has an account on Cloud Native Community Groups
• The majority of the organizers live within the KCD city or just outside of it. For small countries, the organizers can live within the region, but must be able to easily travel to the KCD if it were in-person.
• All organizers agree to follow the CNCF Code of Conduct
• All organizer inquiries / communication for CNCF must be summarized via GitHub (comment under your KCD issue) for easy tracking
• All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• Agree to get logo creation and approval with and from CNCF. NOTE: Previously existing KCDs ideally use their previous year's logo
• Agree to use the designated CNCF registration platform
• Offer at least 3 complimentary tickets to increase diversity for the event
• Share the sponsor prospectus with CNCF via [email protected].
• Agree to use Sessionize for CFP and to close it at least 8 weeks before the event, and launch the agenda at least 6 weeks prior to your event. CNCF will provide an event code so Sessionize is free to use if you are charging an event fee.
• Agree to ensure the final program schedule is diverse (e.g., not all speakers of one gender, one culture, or from 1 or 2 of the same company). Here are some tips on how to create a diverse lineup.
• Submit your final speaker lineup and schedule to [email protected] for review, prior to publishing the agenda.
• Produce a transparency report after your KCD (template below).

Resources & Templates

• Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual.
• CNCF to share an editable version of this Sponsor Prospectus once team decides who owns this role.
• Dynamic Agenda Builder for your speaker lineup
• CNCF will provide a editable copy of this Canva transparency report template for guidance.
• NOTE: Access to Sessionize, your microsite platform with registration, and an email alias (if desired) will be provided by a core CNCF program manager.

[AudMonte01]

October 24 kick-off meeting

Organizers

• Team to let Audra know in next meeting who owns what role. Here is a good guide for assembling your team. Some organizer groups have had teams A, B. and C, and those team leads would attend monthly syncs according to the next steps in the planning phase were/are.
• Audra to designate someone to have page builder permissions (web design) in Bevy
• Audra to designate who will set up Stripe in Bevy for registration payments
• Monthly syncs set up by Audra. We set sooner than 1 month to get the ball rolling with the venue.

Venue Insights

• Timing can be first week of May. Does not have to be May 8 exactly.
• IDEAS: GitHub University (Fort Mason) or Intel office, AWS AI Loft? Warehouses on 12th and Market, or Universities
• Max capacity, central location, room flexibility, vendor requirements,

Sponsorship insights

• Matthew Cascio brought insights from KCD DC, like Gold package was most popular, looking at other KCD Prospectuses. Audra also shared KCD New York's 2024 prospectus.
• Audra referred to team roles and finding someone who will own this effort, and request a copy of the Canva template in the main issue above.

Logo

• Please following these logo guidelines and submit to [email protected] for review. Audra will reply there

[AudMonte01]

November 4 CNCF Check-in

Venue insights

• Audra to check with the events team on KuberTENes party Google location and budgeting for that event
• Transportation should not be a blocker
• Might entertain a negotiated corporate rate or a small room block

Team assembly & roles

• Weekly meeting cadence for team
• Joseph & Lachie
• Looking for an event planner
  -- Matthew will look into DevOps Days event planner
  -- Lisa-Marie to look into Seattle POC for event planner
  -- Audra to look into event coordinator she use

Sponsorships

• Once prospectus is built the team to first tap on the shoulders of their network
• Start with Google
  -- Heather Zimkin Google POC via Matthew
  -- Mich worked at Google in 2017 and has some contact
  -- Archy works at Google and also is willing to help

[AudMonte01]

December 2 CNCF Check-In

Venue insights

• Salesforce is not available, and Civo navigate location is not an option due to cost (100-200k)
• CHM is available the beginning of May
• Rey will be in touch with Bob Killen about Google Plex late May
• Padding in the budget for organizers to get to and from the location
  -- Lucy Sweet works at Uber (Rey can reach out)
• Venue that has flexibility for a 2nd track or an un-conference
• RedHat Summit will be on May 21

Other notes

• Content - 1 day potentially 2 tracks. Mich to run CFP?
• Sponsor Prospectus - Matthew Cascio
  -- Heroku will be sponsoring
• Logo - Sarah is leading. Team to ask for one more iteration from Sarah
• Rey will start a GitHub org for the team

Someone from the team to comment here in GitHub with the rest of the team list of details for Audra to update issue and create a team email alias.